After you open a cash disbursements transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The grid fields represent individual transaction line items.
Fields
| Field | Description |
|---|
| Payment
|
Enter the payment number for this cash disbursement.
If the selected bank has automatic numbering for transactions set up,
[AUTONUMBER] displays in this field and you cannot enter a payment number. In this case, the payment number is based on the reference number specified on the Transaction Auto Number tab in
.
|
| Bank
|
Select the bank code to associate with this transaction. The bank code directs the implicit posting for the transaction entry file.
|
| Date
|
Specify the date for this transaction.
|
| Payee
|
If you want a specific name to display on the payment, enter that name in this field.
|
| Diary
|
This field displays only if you have set up a diary on the Diary AutoNumbering tab of
for the fiscal period or fiscal year in which you are entering transactions.
Use this field to select a diary code for the current transaction, or the group of transactions if you are processing a group of transactions, such as in an accounts payable payment processing run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions.
The
Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type.
The drop-down list contains all the diaries that you set up on the Diary AutoNumbering tab that have the same fiscal period or fiscal year in which you are entering transactions, or that have no fiscal period or year entered for them.
If you use multiple companies, the
Diary drop-down list includes only the diary codes that are set up for the current company. The list also includes
IC - Intercompany Diary to capture intercompany transactions.
You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
|
| Diary Number
|
This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted.
The next number to use for a diary is specified in the
Next Diary Number field on the Diary Auto Numbering.
|
| Status
|
This field displays the current status of the transaction file.
|
| Approved By
|
If the transaction file has been approved, then this field displays the approver.
|
Cash Disbursements Grid Fields
Enter each line item for the cash disbursement in a separate row in the grid.
| Field | Description |
|---|
| Description
|
Enter a description for the cash disbursement line item.
|
| Project
|
Enter the
project number or select a
project from the
Project lookup.
|
| Phase
|
Enter the
phase number or select a
phase from the
Phase lookup.
|
| Task
|
Enter the
task number or select a
task from the
Task lookup.
|
|
Account
|
Enter a general ledger
account for the cash disbursement line item. The
project type and
account number
must be compatible. If the disbursement is for a regular
project, enter a reimbursable or direct
account. If the disbursement is for an overhead
project, enter an indirect
account.
In the
Account field, enter an
account number or use the
Account lookup to select an
account.
- For expense transactions, the transaction amount is charged to the
project,
task, and
account combination.
- For labor transactions, the transaction amount is charged to the
employee,
project,
task, and
labor code combination.
If you use multiple currencies and a currency has been specified for this
account (on the General tab of the
Accounts Info Center), the
account is a foreign denominated
account. All transactions affecting a foreign denominated
account must be in the same currency.
|
| Net Amount
|
This field displays only if the
Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in
.
Enter the disbursement item's net amount that does not include the tax amount. After you enter an amount in this field, a tax amount is calculated automatically and prefills in the
Total Tax Amount field if there were any default tax codes entered in the
Default Taxes grid on the New File dialog box. (This dialog box displayed when you entered a new transaction file for the cash disbursement transaction entry.)
If you change the amount in the
Amount field, the amount in the
Net Amount field is recalculated automatically.
|
| Total Tax Amount
|
This field displays only if the
Enable Tax Auditing Feature check box is selected on the Tax Auditing tab.
This field prefills with the calculated tax amount for a disbursement item after you enter an amount in the
Net Amount field. The calculation is based on the net amount and the default tax codes that were entered on the New File dialog box when you created the transaction file for the cash disbursement.
The tax amount that is automatically calculated, or the
0.00 that displays in this field if no tax codes are entered, is a blue underlined hyperlink. Click the hyperlink to open the Tax Codes dialog box where you can change the tax codes to recalculate the taxes. You can also directly change the tax amounts. When you change the amount in the
Total Tax Amount field, the amount in the
Amount field in the grid is updated automatically.
|
| Amount
|
If you do not use the Tax Auditing feature, enter the amount of the disbursement item.
If you use the Tax Auditing feature (the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab, the
Amount field prefills with the sum of the amounts from the
Net Amount field and the
Total Tax Amount field. This is the total amount for the disbursement item.
If you change the amount in the
Amount field, the amounts in the
Net Amount and
Total Tax Amount fields are recalculated.
|
| Exchange Override Rate
|
If you use multiple currencies, you can use this field to override the exchange rate for a single line item.
Deltek stores each transaction amount that you enter in the currency that you selected on the New File dialog box.
Deltek also stores the amount in the functional currency of the company that owns (via
organization structure) the
project,
phase, or
task charged for the transaction. If the transaction currency and functional currency differ,
Deltek uses the daily exchange rates that you establish in Settings to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
|
| Due to Company
|
This field is enabled if you use multiple companies and an intercompany
account is selected in the
Account field. Use this field to select the company to which the
account balance is due. The drop-down list includes all companies other than the company that owns the
project/phase/task.
If you also use Intercompany Billing, your company can generate intercompany invoices and AP vouchers. In this case, the
Due to Company field is filled with the name of the company to which the balance is due. You must also enter a Due To company on any record associated with an
account defined in the Intercompany Billing feature.
- This field is required when you select an
account that is defined as a journal entry
account or transfer cost
account within the Intercompany Billing feature.
- This field is available but not required when you enter an
account associated with a tax code defined within intercompany billing.
|
